Office Assistant

Reports to: CEO/Acting Director of K-8

Work Year: 12 Months

Full-Time Contract

Objectives of this role

• To serve as the school’s confidential secretary; address all administrative secretarial duties in the elementary office.
• To maintain a high level of confidentiality in all school related matters

Responsibilities

• Greets all incoming visitors for the purpose of ensuring that guests sign in/out as required.
• Handle a high volume of visitors during specific times of the school year.
• Answer phones; Check voicemails on a daily basis; Deliver and relay messages to classrooms 
• Handle a high volume of parent inquiries on a daily basis and follow up in a timely manner.
• Maintain daily records of student attendance
• Draft and communicate attendance violations and updates as needed to families
• File notices and documents for the leadership team; maintain necessary binders with up to date information (Facility Inspection Binder, Community Binder; Parent Sign In Sheets etc.)
• Handle all incoming and outgoing mail/Submit mail holds during school breaks 
• Assist in copier maintenance, including calling in for repairs or ink 
• Collects fees and/or funds from student events (e.g. field trips, uniforms, ticket sales, yearbooks, dances, fundraisers, student fee money, etc.) for the purpose of ensuring the accuracy and timely completion of transactions.
• Performs record keeping and general clerical functions (e.g. scheduling, copying, faxing, mailings, etc.) for the purpose of providing information and/or materials as needed.
• Assist in creating flyers/signs/monthly calendars for caregivers in regards to school related events and functions; Edit and proofread communication
• Maintain school-wide communication via Class Dojo
• Assist with coordinating coverage and alerting administration when coverage is needed
• Responds to inquiries from a wide variety of internal and external parties for the purpose of providing information, facilitating communication among department and/or providing direction as may be required
• Notify parents of sick children 
• Organize, maintain and audit student files both in OnCourse and physical files
• Maintain staff roster, school children/parent rosters, emergency cards and allergies/ special notations for children 
• Maintain appropriate records and submit required reports. 
• Prepare all correspondence and reports emanating from the Leadership Team
• Maintain files of all information pertinent to the conduct of the school.
• Maintain an inventory of office supplies, including new acquisitions, and see that they are properly used and safeguarded.
• Maintain confidentiality, as required and appropriate.
• Perform such other duties as may properly come within the scope of said position or as may

be requested by the administration.

Required skills and qualifications

• College or Associate's Degree Preferred 
• Knowledge of automated office equipment and efficient office procedures
• Required criminal history check and proof of U.S. citizenship or resident alien status
• Demonstrate the ability to use current district technological platforms, Google Education Suite, data management platforms, visual and audio presentations, and telecommunications.
• Demonstrate the ability to use electronic equipment for word processing, data management, information retrieval, visual and audio presentations, and telecommunications. 
• Demonstrate the ability to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary. 
• Excellent organizational skills and attention to detail
• Proficiency with office productivity applications and aptitude for learning new systems
• Demonstrate effective management, problem-solving, organizational, human relations, and written and verbal communication skills.
• Demonstrate ability to communicate and work collaboratively and effectively with staff,students, parents, and other stakeholders.
• Demonstrate ability to analyze a situation accurately, and adopt and implement an effective course of action.

Email Cover letter and Resume to : CEO@jcgcs.org